<p>Class Definition</p> <p>GENERAL STATEMENT OF DUTIES: To receive, ensure completeness of, and maintain files and computer database for all requisite materials related to charitable gaming including, authorizations, denials, notices of compliance, fees of organizations applying for and/or renewing approved charitable gaming licenses; respond to requests for information. To receive, ensure completeness of, and maintain files and computer database for all requisite materials related to expungements, including reviewing motions, responding to attorneys, maintaining a database, and ensuring electronic and physical files are expunged properly. Perform responsible office tasks for the Records Bureau, including the handling of routine but important correspondence, transcription, records checks, filing, dispositions, and records retentions; maintain confidentiality.</p> <p>SUPERVISION RECEIVED: Works independently under the general supervision of a superior; work is usually in final form but is subject to review; work is subject to review for conformance to pertinent laws, rules and regulations, policies, and procedures.</p> <p>SUPERVISION EXERCISE: Usually none</p> <p>Illustrative Examples of Work Performed</p> <ul> <li>To receive, ensure completeness of, and maintain files and computer database for all requisite materials related to charitable gaming including, authorizations, denials, notices of compliance, fees of organizations applying for and/or renewing approved charitable gaming licenses; respond to requests for information. </li><li>To receive, ensure completeness of, and maintain files and computer database for all requisite materials related to expungements, including reviewing motions, responding to attorneys, maintaining a database, and ensuring electronic and physical files are expunged properly. </li><li>Perform responsible office tasks for the Records, including the handling of routine but important correspondence, transcription, assist with records checks, filing, Dispositions, locating records, and records retention. </li><li>Create new records and documents or edit existing records and documents in files and databases. </li><li>Prepare correspondence, memoranda, reports, or other materials from various sources. </li><li>Proofread correspondence and other prepared documentation. </li><li>Locate and extract cards/documents from files. </li><li>Check records and documents for accuracy and completeness. </li><li>Collate and assemble documents/materials. </li><li>Maintain a calendar/schedule and schedule appointments for a superior; schedule internal/external meetings for a superior/group. </li><li>Maintain a file system of all charitable gaming application approvals granted by the Division, as well as denials, and all requisite weekly, quarterly, and annual financial reports. </li><li>Review each raffle or bingo application received for completeness and return incomplete/incorrect applications for correction or contact the applicant for clarification, as needed. </li><li>Utilize computer with Word and Excel software and a printer to generate charitable gaming approval/denial letters, mail, or email reminder letters for outstanding reports, mail, or email new applications to current license holders whose terms are due to expire, revise existing or produce new bingo/raffle applications forms, as required. </li><li>Collect application fees for charitable gaming operations. </li><li>Gather materials comprising complete charitable gaming application packages, when needed, and forward to a superior for examination to determine license eligibility/ ineligibility. </li><li>Provide instruction and related materials to assist charitable gaming organizations with application completion, managing and running the games, and requisite financial form completion. </li><li>Send approved bingo licensees a copy of their approval letters, a copy of the Division's Rules and Regulations when needed, and requisite financial reports. </li><li>Analyze charitable gaming data. </li><li>Contact the State Fire Marshal's Office and ascertain compliance of statewide bingo facilities. </li><li>Submit requests for applicant background checks to RISP Control. </li><li>Review proposed legislation affecting charitable gaming. </li><li>Render license eligibility/ineligibility determination, when necessary. </li><li>Operate a copy machine to duplicate letters of authorization/denial and forward to Chiefs of Police in the city/town where the charitable event would have been/will be held. </li><li>Perform and maintain all functions related to expungements. </li><li>Utilize the Odyssey judicial portal and interpret criminal court documents. </li><li>Process and maintain records related to Motions for Expungement, Orders to Seal and Orders to Expunge. </li><li>Maintain the expungements database. </li><li>Conduct queries through judicial records on cases for expungement. </li><li>Compile lists of cases to be sealed and/or expunged for all Barracks on a routine and continuous basis. </li><li>Receive and record Sealed and/or Expunged cases. </li><li>Prepare and send out correspondence related to expungements, as needed. </li><li>Transcribe reports, letters, and memoranda from digital media, upon request. </li><li>Research files and other records to obtain information, as requested. </li><li>Establish/Prepare new or revise existing office procedures/methods. </li><li>Select files to transfer to storage; locate older files. </li><li>Follow records retention schedules to retain files. </li><li>Perform basic mathematical calculations. </li><li>Take inventory of supplies/equipment. </li><li>Maintain alphabetic or numeric files. </li><li>Contact vendors/designated repair persons to request, schedule and maintain office equipment. </li><li>Accept inquiries and complaints over the telephone or from walk-ins regarding charitable gaming and expungements. </li><li>In Rhode Island from citizens, attorneys, and charitable organizations. </li><li>Receive and file detailed financial statements containing net/gross proceeds raised from the conduct of an authorized game of chance. </li><li>Maintain a log of authorized events and approved bingo license holders. </li><li>Open/date stamp all incoming mail. </li><li>To do related work, as required. </li></ul> <p>Required Qualifications for Appointment</p> <p>Knowledge, Skills, Abilities and Other (KSAO): Possess a working knowledge of the laws pertaining to charitable gaming; Possess a working knowledge of the laws pertaining to expungements. A working knowledge of the software and hardware utilized for word processing and spreadsheets; a working knowledge of the Odyssey judicial court portal, the ability to interpret criminal court documents; the ability to transcribe from notes and digital media; a working knowledge of office methods, practices, procedures, and terms; the ability to safeguard received funds; a working knowledge of business English; the ability to read, comprehend and explain to others State law and regulations specifically related to initial and continuing licensure requirements for charitable gaming; a working knowledge of the laws related to expungements; the ability to handle routine but important correspondence concerning policies and procedures; proficiency in Microsoft Office with emphasis on Excel; the ability to maintain effective working relationships with the public, other law enforcement agencies, attorneys, etc.; the ability to prepare and submit for review special or reoccurring reports; the ability to maintain confidentiality and other related KSAO's as required.</p> <p>Education: Graduation from a senior high school, including or supplemented by courses in business practices.</p> <p>Experience: Considerable employment in a responsible administrative assistant position with substantial experience handling complex clerical duties and the independent handling of administrative details; experience with utilizing and understanding criminal court documents preferred.</p> <p>Or: any combination of education and experience substantially equivalent to the above education and experience.</p> <p>Supplemental Information</p> <p>Supplemental Information:</p> <p>May be required to do overtime to assist with transcription, or other matters.</p> <p>Special requirements:</p> <ul> <li>Prior to appointment, selected candidate must successfully complete a comprehensive background investigation conducted by the Rhode Island State Police. </li><li>Following appointment, selected candidate must successfully complete a 130 working-day probationary period, as required by the collective bargaining agreement. </li></ul> <p>For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.</p> <p>Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.</p> <p>01</p> <p>Are you a State employee who is a member of LIUNA Local 808? (You must answer this question correctly to be considered based on your union affiliation. If you fail to answer this question correctly, you will not be entitled to be considered based on contractual provisions.)</p> <ul> <li>Yes </li><li>No </li></ul> <p>02</p> <p>Are you a State employee who is a member of LIUNA Local 808 at the Rhode Island State Police? (You must answer this question correctly to be considered based on your union affiliation. If you fail to answer this question correctly, you will not be entitled to be considered based on contractual provisions.)]</p> <ul> <li>Yes </li><li>No </li></ul> <p>Required Question</p> <p>Employer State of Rhode Island</p> <p>Address One Capitol Hill</p> <p>Providence, Rhode Island, 02908</p> <p>Website http://www.apply.ri.gov</p>